POLAR PLUNGE

What is a Polar Plunge?

As the name implies, a Polar Plunge is a winter fundraising event whereby individuals have the “honor” of jumping into the icy waters of a nearby lake or similar body of water. They are able to participate by securing donations from friends, family members, co-workers, local business or their community in general. This is a signature state event of the Law Enforcement Torch Run initiative benefiting Special Olympics. The ideal plunge location is a local lake or body of water with a large area of “beachfront” from which plungers can safely enter the water. A thorough site inspection is encouraged to best visualize how the event would unfold at this site. Insurance coverage and emergency personnel support are key considerations of this event. Special Olympics Oklahoma’s insurance coverage is through American Specialty and all registered participants and registered Volunteers are covered. A minimum of $75 in donations is required for an individual to be allowed to plunge; a liability waiver also needs to be signed by all plungers. Those meeting the minimum are presented with a commemorative Polar Plunge t-shirt. These shirts should include the date and location of the plunge as well as the plunge logo as provided by SOOK. Local sponsors can be imprinted on the backs of the shirts. Select prizes are typically secured to reward individuals that secure pledges well in excess of the minimum. The top fundraiser, top fundraising group, best costume, oldest plunger, youngest plunger, and event winners such as polar tug winner should be recognized with a plaque type presentation as well as top prizes. (These top prizes can be airline tickets, hotel stays, vacation packages, etc.) The primary revenue source for the event lie in two distinct areas: (1) attracting a maximum number of plungers to participate: and (2) securing event sponsors. Ideally, the events sponsors would help: extend and enhance the overall plunge marketing, including recruiting plungers, defray day-of costs through in-king support; and/or provide grand prizes to attract plungers. In addition to event sponsors, the key to a successful and profitable plunge lies with aggressive grassroots marketing to generate broad interest in the plunge event(s) that in turn drives registration of participants in advance. In fact, we offer the incentive that if you pre-register by sending in your signed registration form and $75 – you are guaranteed to get your t-shirt at the plunge. Large group (high school “key clubs;” college fraternities or sororities; churches) or member organizations (Knights of Columbus, Kiwanis, health/fitness clubs) should be targeted to participate. Local businesses also should be targeted to help promote the event by displaying posters/signage, distributing registration materials and/or selling icons. Bad Weather – although bad weather is outside our control, it is necessary to be prepared in the event the water becomes ice. Organizers need to have a plan for breaking the ice if necessary. Usually, the local fire department can assist here.

How Does the Polar Plunge Raise Money?

When looking at your event goal, it may seem overwhelming. And each year as the goal grows, you may wonder how you will ever make it. The Plunge’s amazing grassroots network of volunteers and fun style attract more participants each year. Through multiple revenue sources, each person can find a way to help. Below are the four main ways a Plunge can raise money. Each provides a unique way for volunteers to utilize their talents and contribute to the Plunge’s success. Participant Donations - Plungers are required to raise at least $75 to participate. Many will exceed that goal through soliciting donations from friends and family. Your role is to motivate and reward those who exceed the minimum requirements. Online Donations– Plungers can use the online fundraising tool to raise additional pledges. The process works by the plunger e-mailing friends and family asking them to donate. Donations are made online by using a credit or debit card. The funds are tracked electronically and the Plunger receives credit for donations acquired in their name. Sponsorship – Sponsorship is another key source of revenue for the Plunge. Local businesses and organizations give flat donations to be used to offset the expenses of the event. Your committee will develop sponsorship levels and benefits that coincide with those levels. Be sure that your top sponsorship amount is large enough so that only 3-4 sponsors will be recognized at that level. If you find that you have more than 5 top level sponsors, you should consider raising your levels for the following year. Event Enhancements – Activities and events within the Plunge can also increase your revenue. You may have carnival games for spectators, concessions, a 5k Strut, souvenirs or other enhancements that generate additional funds. The Post Plunge Party generates money from admission, 50/50 raffles, silent auction, and sponsorship. The enhancements should complement the Plunge and not take away from it. In-kind Donations – Often, sponsors are unable to donate cash, but will contribute items that help offset the costs of the Plunge. For example, if the local beverage distributor provides coffee and hot chocolate at no cost, this is considered and in-kind donation. These donations can significantly reduce the expense ratio of your Plunge. Any item that you would purchase for the Plunge should first be sought after to be donated. Your committee should work to protect the consistency of the Plunge by not relying too heavily on any one source. As a general rule donations should make up 75% of the event revenue, 15% from sponsorships, and 10% from event enhancements. The key thing to remember when raising funds and motivating people to raise funds is the purpose of the Plunge. Athletes and families rely on Special Olympics to provide a quality sports and training program that is only possible through events such as the Plunge.

Polar Plunge Planning

Committee Structure

This group of people will influence the Plunge’s ultimate success. Ideally, a broad-section of activist types should be recruited to serve on the committee. This committee will focus on these key areas: Chairman Public Relations Logistics Prizes Recruitment Sponsors

Polar Plunge Timeline

6-12 months out Establish committee Pick the location Pick the date (a Saturday in February) Set event goals Decide on incentive items Solicit sponsors 3-6 months out Post event on area calendars Event details entered on sook.org Online registration available Solicit door prizes 1-2 months out Start press campaign

15 days out Pre-registration deadline Week of Event Gather supplies (see packing list) After Event Send results post event press release Inventory Souvenirs

Event Day Timeline

10:00 Registration opens 11:00 Welcome/Announcements – Emcee starts script 11:15 Plunge Starts – Use heat sheets

Introduce VIP plungers first

Call out the name of the person and if they are representing a certain company or organization

If there is a DJ and sound system – play music with each heat. Other ideas that can be incorporated:

Bob for ice

Pin the scarf on the polar bear

Dunking booth

Duck pond

Recruitment

The Polar Plunge is a great team building activity for your company as you raise money to have someone plunge or not plunge at this year’s event. In the past, we have had key employees and officials plunge when a certain amount of money was raised in their name. Here are a few more Ideas to get you started: Challenge Stores/Businesses to Participate: The manager that raises the most money is exempt from plunging in the pond. Everyone else takes the plunge – and loves it! They will get the commemorate Plunge t-shirt. Challenge co-workers to participate: The worker that raises the most amount of money – doesn’t have to Plunge! He/She will NOT get the commemorate Plunge t-shirt. Use the online registration fundraising tool:

Email your friends and family and ask them for donations to sponsor you in the Polar Plunge. Their donation will be recorded on your own personal page and you and they can watch your total grow. It’s easy and fun! When you’re ready, go to www.sook.org.

Tell someone to “Go Jump in the Lake”, literally:

Here’s that special opportunity you’ve been waiting for. Gather your friends, your school, your teammates, your family, and your co-workers and do something together to create a different kind of closeness. What your efforts raise will go towards your plunge or your team’s plunge.

College and High School Students Tips for Recruiting

1. Partner with a college or high school group to help promote the event at their school. 2. College students are tech savvy. Encourage them to use the online fundraising

webpage. 3. Do a pre-registration event on campus to help engage the students. Give away free

snacks and a chance to win a raffle. 4. Use media that reflects your targeted demographic. Advertise on the pop/college radio

stations. Use the student newspaper to advertise (college and High School). 5. Get an intern from the school to help you reach the college market by place posters and

sponsor sheets around campus. Make sure these materials drive participants to the website.

6. Write a letter to high school National Honors Society and Student Councils telling them about the plunge and asking them to put teams together.

7. Try to put table tents in the cafeterias for a few days. Put flyers in organization’s mailboxes.

8. Have free bus rides from campus to the Plunge and back.

http://www.sook.org/

School Fundraising Ideas Here are some “fun”draising ideas to help get your school started:

Get a group of students or student organizations together to take the plunge. (Don’t forget your advisor!)

Penny Jars: Vote on outfits for participants to wear by donating change to jars.

Get the whole school involved! Have a few teachers, teams of teachers, volunteer to take the plunge. Challenge each teacher or group to raise the most money. They can collect money (and loose change) during class, at sporting events, and during lunch. The teacher or group that raises the most money does not have to plunge, but the rest of the teachers must take the dive!

Sell polar bear icons (paper bears) for $1 and hang them in the hallways. (Bears are available from your area Special Olympics office.) Set a goal of how many you think your school can raise. If the goal is met – the principal has to plunge. If the goal isn’t met, pick someone else who has to plunge. I.E. basketball coach, the cheerleaders.

Make it a competition! Have groups or classes compete to raise the most money. The group that wins could be awarded a pizza party or the winner could even pick what the others will wear to the plunge. You could even have a friendly fundraising competition with another school.

Register and fundraise online. It is quick & easy for you and efficient in collecting donations over the internet. Participants can set a goal, upload a photograph, and then email this site to their friends and family. The donations collected go towards your goal which gets tabulated on your site. Go to www.sook.org and click on the polar bear to get started.

Here’s how to spread the word about the Plunge and boost your school’s fundraising total:

Make copies of the enclosed flier on colored paper and post them around your school.

E-mail all your friends, relatives…any one you know that would be willing to donate or participate.

Post the event on your MySpace or make a Facebook group or event.

Make a training video about preparing for the plunge and post it on-line.

How to Raise $250 in ONE WEEK. o Day 1…………………………………………$30

Your Personal Contribution o Day 2…………………………………………$20

Ask your partner or a friend o Day 3…………………………………………$60

Ask 4 relatives for $15 o Day 4…………………………………………$60

Ask 4 friends for $15 each o Day 5…………………………………………$40

Ask 4 co-workers for $10 each o Day 6…………………………………………$40

Ask 4 neighbors for $10 each o Day 7…………You’ve done it!............$250

http://www.sook.org/

Day of Volunteer Needs

Registration – 5-10 volunteers to help check-in, register, and count money.

Costume Judges – 1-3 judges. These people should judge the most creative costume or “entry” into the water. They should watch each heat. Consider using Special Olympics athletes. These usually are announced at the party along with all the other prizewinners.

DJ/Announcer – This person is responsible for the atmosphere of the event. He or she sets the tone. It should be lively, upbeat, and fun. Music should be played while people are registering and checking in. Written announcements should be provided to inform the audience (i.e.: time, schedule, sponsor, etc.). A program for the Plunge should be written for him/her to do prior to the start of the Plunge. Included would be: sponsor recognitions, celebrity judge introductions, welcome, etc... The DJ will also announce each individual heat. You should have a Special Olympics athlete give a short speech and recite the athlete oath. Athletes - ***Remember that the athletes are the “reason for freezin”. Having them be so involved will help you deliver SOOK’s mission.*** You can have them help at registration, hand out awards, be a judge for the costume contest, help with the welcome plungers, or do photo ops with the plungers. This provides the opportunity for every participant to meet and visit with an athlete.

Plunge Logistics Guidelines & Tips One person should be responsible for logistics but they need a committee for

day-of help.

Use orange cones to mark each plungers spot; put a bicycle flag in each cone. Rope off the plunge area from spectator area

Use banners for registration, merchandise, food and spectator areas.

Arrange spot for DJ, emcee for best viewing (they will need electricity).

Select spot for Ambulance.

Have divers in water and ready; discuss procedures for incidents.

Have someone in charge of being sure that NO ONE plunges who doesn’t have a wrist band on.

Keep plunge area clear of spectators.

Having changing tents with heaters – one tent each for men and one for women (hang sign on outside).

Have radio communications between key parties (Chair, Ambulance, Emcee, Etc.).

Assist emcee with the pace of each heat.

Brochure - Page 1

Page 2

POLAR PLUNGE REGISTRATION

Online Registration/Fundraising Webpage

Registration Procedures for Polar Plunges

Registration (5-10 volunteers) This is the most important job of the day. Volunteers should be known and trusted SOOK volunteers. You will need 4 lines at registration that are clearly marked:

(2) “Day of” lines and separate them into: o 1 person to handle alphabet A-K o 1 person to handle alphabet L-Z

(2)2 “Online/Pre-registered” lines. o 1 person to handle alphabet A-K o 1 person to handle alphabet L-Z

(1) “Team” line (3) Volunteers pulling t-shirts - These people will listen as the sizes are called out for people checking in. If they are pre-registered, they will have a “saved” shirt in the pre-registered pile. If they are day of, t-shirts are available on a first-com first served basis. (1) Volunteer to serve as runner – There will be a print out to check if a person did on-line registration and/or pre-registration. Check their name off when they check in. Otherwise, use the “Day Of” form to record new plungers. With each plunger, you must:

1) Collect at least $75 unless they raised at least $75 online or through mail-in pre-registration. 2) Put their money and form in an envelope and write their name and $ on the front. Do not

just dump the money into the bucket. 3) Check them off if they are pre-registered or add them to the “Day of” sheet and enter the

amount of money they are turning in. 4) Have them sign a waiver. 5) Give them their wristband. 6) Give them their t-shirt – Pre-registrants are guaranteed their shirt, if they registered by the

deadline. Theirs will be in a separated pile. All day of are available on a first come first serve basis. Put an X next to their t-shirt size indicating they received their shirt. If they don’t get a shirt, please write their name on an IOU list where you would’ve placed the check mark.

7) Send them to the heating table/station Heating – 1 volunteer This person will be responsible for assigning plungers to their appropriate heats. There are 10 people per heat. You should try to fill one heat completely before moving forward to the next heat. The first heat is reserved for VIP’s only. This means media, sponsors, organizers and celebrities. You need to be sure you have a radio and everyone who is a key volunteer has a radio. You need to be sure to start on time, be sure that the event is safe for participants and the money and forms are secure. Heating Instructions

1) Participants need to have a wrist band on before being assigned. If not they need to be sent back

through registration. 2) One person can add several names at a time. 3) No more than 20 per heat. 4) Save the 1st heat for VIP’s 5) Fill up the heat sheets completely before moving on to the next heat. 6) Send the full heat sheet to the DJ.

HEAT # Name Representing

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Sample Proposal

«FNAME» «LNAME» «suff» «SECLN» «ADD» «CITY», «ST» «ZIP» Dear «sal»: Special Olympics Oklahoma has provided year-round sports training and athletic competition in a variety of Olympic-type sports for adults and children with intellectual disabilities since 1969. After 40 years of existence in Oklahoma, we could not be happier with the direction this movement is going. We are reaching more citizens with intellectual disabilities and are well on our way to reach our Strategic Plan goal of serving 10,500 athletes by the year 2010. We have an exciting way for «SECLN» to get involved and to help us reach this goal. The Law Enforcement Torch Run (LETR) is an international charity made up of law enforcement officers that raises funds and increases awareness for Special Olympics. Since 1986, law enforcement agencies in our state have been working hard to provide support to the athletes of Special Olympics Oklahoma. The LETR has raised over $250,000 in cash and in-kind donations for our organization in 2009. Currently, there are over 50 Oklahoma law enforcement agencies that participate. Polar Plunge is one of the LETR’s signature fundraising events. A Polar Plunge is a fundraising challenge made to an individual or group challenging them to dive into a cold body of water in order to raise money for Special Olympics. Each participant collects pledges from family, friends and businesses in the hopes of raising lots of money for the local Program. Then, in February, 2010 at locations in Broken Arrow, Durant, Lawton, McAlester, Norman, Oklahoma City, Stillwater, and Tahlequah, they "take the plunge" in the cold water to benefit Special Olympics. The Polar Plunge is a very popular special event among Law Enforcement Torch Run volunteers across the country. Over 100 Polar Plunges take place every year in 37 U.S. states, helping to raise millions of dollars for Special Olympics Programs. Last year, the nine Plunges in Oklahoma raised over $180,000. This year there will be three plunges across Oklahoma. Our goal is to raise $200,000 for Special Olympics Oklahoma. See the enclosed brochure for more information. The Broken Arrow Police Department will be the sponsoring law enforcement agency for the Polar Plunge in Broken Arrow. We would like to invite «SECLN» to be a $2,500 Arctic Sponsor of the Polar Plunge. Enclosed is more information concerning this sponsorship level. Establishing a partnership with Special Olympics Oklahoma shows Oklahomans that you are committed to supporting non-profit organizations and the community members they serve. We appreciate your consideration of this request and we look forward to working with «SECLN» on this event. Sincerely, John Smith, Polar Plunge Chairman Oklahoma Police Department

Sample Door Prize Solicitation Letter

«FNAME» «LNAME» «suff» «SECLN» «ADD» «CITY», «ST» «ZIP» Dear «sal»: Special Olympics Oklahoma has provided year-round sports training and athletic competition in a variety of Olympic-type sports for adults and children with intellectual disabilities since 1969. We have an exciting way for «SECLN» to get involved and to help by donating an item or gift certificate to be used for an award or a door prize for fun event called the Polar Plunge. The Law Enforcement Torch Run (LETR) is an international charity made up of law enforcement officers that raises funds and increases awareness for Special Olympics. Since 1986, law enforcement agencies in our state have been working hard to provide support to the athletes of Special Olympics Oklahoma. The LETR has raised over $430,000 in cash and in-kind donations in 2014. Polar Plunge is one of the LETR’s signature fundraising events. A Polar Plunge is a fundraising challenge made to an individual or group challenging them to dive into a cold body of water in order to raise money for Special Olympics. Each participant collects pledges from family, friends and businesses in the hopes of raising lots of money for the local Program. Then, in February 2015 at locations in Tulsa, Durant, Lawton, Bartlesville, Pauls Valley, McAlester, Poteau, Norman, Oklahoma City, and Tahlequah, they "take the plunge" in the cold water to benefit Special Olympics. The Polar Plunge is a very popular special event among LETR volunteers across the country. Over 100 Polar Plunges take place every year in 37 U.S. states, helping to raise millions of dollars for Special Olympics Programs. Last year, the eleven Plunges in Oklahoma raised more than $250,000. This year there will be 15 plunges across Oklahoma. See the enclosed brochure for more information. If you would like to donate an item, please return it with the enclosed form or complete the form and we will make arrangements to pick it up. Your company name and item will be listed on www.sook.org and announced during the awards ceremony at the event. Thank you for your support of Special Olympics. We look forward to hearing from you in the near future. Sincerely, John Smith, Polar Plunge Chairman Oklahoma Police Department

http://www.sook.org/

Polar Bear Icons

Polar bear icon sales are an easy way for a company to sponsor the event without using their own money. Get with a local high traffic retailer and ask them to consider selling polar bear icons for $1 each to their customers. Customers write their name on the polar bear icon and the retailer displays them on a wall or window.

Businesses sell polar bear icons for $1 each approximately 4 weeks leading up to the Polar Plunge.

Ask buyers to write their name on the bottom then proudly display them in your business.

Businesses account for icons in their register and write a check to Special Olympics Oklahoma following the event.

Consider using a few polar bear icons to write staff names and post on the walls. Customers will be more likely to buy if they see a few already up.

Sales of the bears are most successful when the customer is asked to purchase a bear to support Special Olympics. Some businesses have been successful by having contests between employees to see who can sell the most. We would be happy to provide a fun “Plunge” Prize to the winner.

If you need additional bears, Plunge brochures or posters, or any other assistance, please do not hesitate to contact me at 918.481.1234.

Public Relations

SOOK Facts for Interviews

Mission

The mission of Special Olympics is to provide a year-round program of sports training and athletic competition in a variety of Olympic-type sports for children and adults with intellectual disabilities

Stats

Over 10,500 Oklahoma athletes participate in our program.

These athletes are supported by over 1,700 coaches.

There are over 10,000 volunteer opportunities available annually.

Special Olympics Oklahoma offers competition in 16 official sports year-round in traditional and Unified® Sports. Competitive sports programs include Alpine Skiing, Aquatics, Athletics, Basketball, Bocce, Bowling, Equestrian, Golf, Horseshoes, Powerlifting, Snow Shoeing, Speed Skating, Soccer, Softball, Volleyball, and Motor Activities Training Program.

In all, this unique program coordinates over 140 local, Area and state competitions each year.

Cost for one athlete to participate in any of the 100 events each year is $200 Benefits

Improved physical fitness and motor skills, greater self-confidence, a more positive self-image, friendships and increased family support.

Special Olympics athletes carry these benefits with them into their daily lives at home, in the classroom, on the job and in the community.

Everyone learns more about the capabilities of people with intellectual disabilities.

Our goal is for all persons with intellectual disabilities to have a chance to become useful and productive citizens who are accepted and respected in their communities.

Special Olympics is more than training for competition but is training for real life.

Beyond improving the lives of our athletes on the playing field, a key goal of Special Olympics is to change attitudes of non-disabled people about people with intellectual disabilities.

LETR

The Law Enforcement Torch Run (LETR) is an international charity made up of law enforcement officers that raises funds and increases awareness for Special Olympics.

LETR started in Oklahoma in 1986

The LETR has raised over $36,000 in cash and in-kind donations for our organization in 2014.

There are over 116 Oklahoma law enforcement agencies that participate.

Last years plunge raised over $260,000 at eleven locations. Contact Info.

1-800-722-9004

www.sook.org

http://www.sook.org/